Request for Proposal. Replacement or Addition of Case Management, Facilities Management, Asset Management and Work Order Applications

Transcription

1 Request for Proposal Replacement or Addition of Case Management, Facilities Management, Asset Management and Work Order Applications City of Monrovia Information Systems Division March 5, 2015 Responses Due Thursday, April 2nd at 3:00pm

2 Table of Contents 1. Background 1.1 City of Monrovia 1.2 Software Proposal 1.3 General Information 1.4 Submission of Proposals 1.5 Contractual Development 1.6 Contract Requirements 1.7 Expenses of Proposal Preparation 1.8 Rights of the City of Monrovia 2. Software Proposal 2.1 Software Requirements 2.2 Support Requirements 3. Vendor Response 3.1 Cover Letter 3.2 Vendor Information 3.3 Requirements Checklist 3.4 Cost Summary 3.5 Product Information 4. Evaluation 4.1 Evaluation Process 4.2 Evaluation Schedule Appendix A. Indemnification, Insurance and Licenses Clauses 2 of 15 3/9/2015

3 1. Background 1.1 City of Monrovia The City is seeking to update or replace a number of aging software applications and add new functionality. The City is looking to update or create modern case management, workorder applications, facility management and asset management capabilities. The proposals can provide a solution that has the desired functionality in a set of integrated applications or the solution can provide for independent best of breed applications. The current case management application is Tidemark. The Tidemark application has been installed for over 13 years and is serving the following departments: Department Community Development: Fire Department: Case Types Business License, Code Enforcement, Building Permit, Yard Sale, Design Review Committee Letter, Planning cases Hazardous Materials, Fire Sprinklers The Public Works Department is currently using a workorder system to track and manage its activities. It is a web based system that runs on a workstation based proprietary database. The system is designed for a small organization and needs to be replaced with a system that can be used enterprise wide. The City is not using a facilities management nor an asset management system at this time. The City is currently using the CFA application for simple fleet maintenance tasks but would like to expand its capability either within CFA or with a new application. The City currently uses Gas Boy Fuel Management System to export data to CFA. The City has the Tyler Technologies MUNIS financial application system. It also has Hyland Software s OnBase document management system. The Fire Department uses the Firehouse management software. The City uses ESRI s ArcGIS family of products. The City has in-house support for GIS based applications along with Crystal Reports and reporting tools. The City has 6 facilities linked by 1 GB fiber connections. The City has Windows 7 based workstations with a mixture of Microsoft office versions. The City is expecting to provide a virtual Windows 2012R2 server along with Microsoft SQL 2012 for each application as necessary. 3 of 15 3/9/2015

4 1.2 Software Proposal The project calls for the acquisition of new software to provide for case management, work orders, facility management, and asset management. The functionality can be provided by multiple software products. The proposed applications can be fully integrated, lighty integrated or independent in nature. Where possible, the City would like to have any new application communicate with either or both of the existing MUNIS finance system and OnBase document management system. The case management function will be expected to provide for case management of the following case types at a minimum: Business Licenses Building Permits Planning Permits DRC Committee Letters Hazardous Materials Inspections NPDES incidents Code Enforcement Apartment Inspections Administrative Fines Grading Permits Fire Sprinkler Permits It is expected that these case types can be developed by trained power users and not just the Information Systems Department or vendor provided staff. The City is interested in the capability of accepting plans for permits electronically. The work order function should allow for the entry and tracking of work orders on a departmental basis. The facility management application should include industry best practices. If possible it should be integrated with the work order system. The asset management system should include industry best practices. The asset management and facility management systems can be integrated into one system but it is not required. If possible, the asset management system should be integrated with the work order system. The asset management system might also manage fleet vehicle assets. The City would prefer that the data be maintained in a format that could be read or integrated with the City s ESRI software. It is expected that data in any current system will be migrated to the replacement system. 1.3 General Information Vendors responding to this request for proposal are expected to provide a certain minimum level of detail in their responses. If the information requested is not provided 4 of 15 3/9/2015

5 in its entirety or is not sufficiently detailed, the evaluation team may determine that the proposal does not meet the minimum requirements. Questions regarding the contents of this proposal must be submitted in writing and directed to : Mitch Cochran Information Systems Manager mcochran@ci.monrovia.ca.us (626) Submission of Proposals Each company responding to this RFP must submit the following in either hard or electronic copy: Hard Copy Option: Four (4) identical copies of the proposal, including the Cost and Reference worksheet and Feature-Function checklist. Deliver this proposal package to: City of Monrovia Attn: City Clerk 415 S. Ivy Ave. Monrovia, CA In the lower left hand corner of the envelope, please indicate: Software Application RFP Response Enclosed Due April 3:00 p.m. Electronic Copy Option: An with attachment to Bids@ci.monrovia.ca.us An electronic submittal must be in PDF form and not over 20Mb in size. The Cost and Reference worksheet and Feature-Function checklist must be submitted as attachments in Excel form. The electronic submittal is not considered received until you receive a confirmation from the City Clerk acknowledging that the proposal has been receive and is acceptable in its form. Time of receipt shall be based on the time indicated by the City s server. The proposals must be received prior to: 5 of 15 3/9/2015

6 Thursday, April 2nd, at 3:00pm Proposals received after the stated hour will not be considered. 1.5 Contractual Development The City reserves the right to reject any and all proposals received, to compare the relative merits of the respective proposals, and to choose a proposal or components which in the sole opinion of the City will best serve the interest or needs of the City. If a proposal is accepted and selected, the City intends to negotiate and enter into a contractual agreement with the vendor firm. The content of the RFP and successful vendor s firm proposal will become an integral part of the contract, but either may be modified by the final negotiated provisions of the contract. 1.6 Contract Requirements Contractual Time Line: The proposed applications are to be installed and in operation by January 1, Insurance Requirements: Any contract shall contain indemnity and insurance provisions substantially in the form of the attached Insurance Clause (Appendix). The cost of providing insurance shall be included in the proposal price, and no additional compensation will be allowed. Any requested changes in the Insurance Clause should be submitted in writing and is subject to approval by the City. 1.7 Expenses of Proposal Preparation Each proposal prepared in response to this RFP shall be prepared at the sole cost and expense of the proposer and with the express understanding that no claims against the City for reimbursement will be accepted. 1.8 Rights of the City of Monrovia The City reserves the right, at its discretion, to pursue any or all the following actions related to the RFP: 1. Issue addenda to the request for proposal. 2. Request additional information and/or clarification from the vendors. 3. Negotiate a contract solely on the basis of the original proposal(s). 4. Negotiate a contract on the basis of additional information supplied by a vendor. 5. Reject, for any reason, any or all proposals, permit the timely correction of errors, waive minor deviations and technical errors and/or 6 of 15 3/9/2015

7 discrepancies and/or waive any informalities in a proposal not affected by law, and accept or reject all or any part of any proposal as may be considered to best serve the public interest and the needs of the City. 6. Issue subsequent requests for proposal or invitations to bid based on the refinement of concepts proposed in response to this RFP. This Request for Proposal (RFP) is not a solicitation and does not obligate the City of Monrovia to accept any proposal, negotiate with any vendor, award a contract or to proceed with the development of any project proposed in response to this RFP. The awarding of any contract shall be subject to such prior governmental approvals or determinations as may be required or appropriate. 2. Software Proposal 2.1 Software Requirements The proposal shall include responses to the Feature Function checklist. The checklist is intended to identify items that will be available as part of the proposal, items that will cost extra, items that will be available at a future date or items that are not planned to be available. Please use the following numbers to identify the features: 1 Feature is part of the proposal 2 Feature is an extra cost to the proposal. 3 Feature is available at a future date 4 Feature is not planned to be available The Feature Function checklist is open to additions. A vendor can add additional features to the bottom of any of the requirements pages. The proposed solution should include the following capabilities: Overall Requirements - The solution can provide any or all of the following application modules: - Case management - Work orders - Facilities management - Asset management - Electronic Plan Submission (optional) - The vendor can also propose multiple applications from different vendors. - All the modules must be integrated and capable of sharing data. - The software currently is in production with other agencies in a similar environment. Licensing It is expected that the application will support the following number of licenses: Application Named Users Concurrent Users 7 of 15 3/9/2015

8 - Case management Workorder Facilities Assets Plan Submission Support Requirements 1. Technical Support a. The vendor must have the capability to provide telephone support during normal business hours, 7:00am to 6:00pm, PST. b. The vendor must have online available for questions and answers regarding application issues. 2. Training a. The vendor must have the capability for on-site training. 3. Updates 3. Vendor Response a. The vendor must have the capability for updating the software. vendor telephone or direct-access support should be available during any major application update procedure. The proposal must be concise and with sufficient detail to allow accurate evaluation and comparative analysis. Please respond to each of the following items in the indicated sequence and format. Attachments containing supporting material in response to specific items may be submitted. All attachments, brochures and supporting materials should be placed in an appendix at the back of the proposal and follow the order of the RFP. Completed forms should be returned in a Microsoft Word or Microsoft Excel compatible form. 3.1 Cover Letter Proposal must be accompanied by a cover letter, signed by an individual authorized to bind the proposing entity. Please include the RFP cover page. 3.2 Vendor Information 1. Vendor Contact - Please provide a company representative to contact for questions. Please include the: Name, Title, Address, Phone, Fax and address 8 of 15 3/9/2015

9 2. The vendor should provide 5 reference installations with comparable volumes, configurations, and system requirements. 3.3 Requirements Checklist 1. Provide an executive summary of proposal. 2. Proposed System Configuration A. Provide detailed description of how the proposal meets the goals of the City as listed in Section 1. B. Include the following items in responding to the proposed system configuration: - Workstation or specialty hardware required - Software required - Server and Network Requirements - Initial configuration installation support provided - Post installation technical support provided - System Administrator, Operations and User Documentation - Training support provided - Description of application software - Optional support available - Software maintenance - Warranties C. Fill out the adjoining Feature/Function worksheet. The worksheet should also be submitted in a Microsoft Excel compatible format. 3. Support Services Provide itemization of hardware and software support services available and the associated cost. 4. Training for Administrators and End Users Identify recommended educational training and costs for both administrator and end users. Specify number of users to be trained with length of training and type (i.e. video, classroom, remote, etc.). 5. Implementation Plan Include a project management plan to administer the project that includes task description, responsible entities, duration and status reporting procedures. 6. References 9 of 15 3/9/2015

10 Vendor shall submit the names, addresses, telephone numbers and length of installation of 5 clients that have installed the proposed applications. 7. Provide cost summary; refer to item 3.4, Cost Summary for details. 3.4 Cost Summary The vendor must state the effective time period for pricing within the proposal. The proposal pricing must be valid for a minimum of 6 months. The vendor is required also to identify any items that are offered as options and not included as part of the bid. As a separate cost list, please estimate any ongoing operational costs apart from maintenance. The City reserves the right to buy all or part of the vendor s offering. 1. Cost Requirements Please include a detailed cost breakdown of the proposed system broken down into the following categories: a. Software Configuration Itemize the application software breakdown. Include software licensing costs if applicable. Please include software maintenance costs for each of the first 5 years and if maintenance is charged during year one. b. Hardware Configuration Itemize any vendor provided hardware costs If specialty hardware is required for some of the applications it must be bid or specified in such detail that the city may obtain a cost. c. Services Itemize costs for project management, hardware maintenance, software maintenance and training. d. Itemize cost of installation, specialty cabling, etc. 2. Format 10 of 15 3/9/2015

11 Please fill-in the attached Excel spreadsheet along with providing it in electronic form. The spreadsheet should include: - Product Name - Brief Description (if not self-explanatory) - Number of users licensed - List Price - Discount - Extended Price The necessary summary information must include: - Software modules - Price - Training - Maintenance - Total Cost - Total 5 year Cost 3.5 Product Information The vendor should attach any supporting materials in the following appendices: Appendix A Appendix B Appendix C Supporting detail for RFP forms Sample contracts (not included as part of response forms) Brochures and other literature 4. Evaluation 4.1 Evaluation Process The RFP response will be evaluated based upon the detailed information provided. Additional information may be sought from vendors. Vendors may be asked to present and explain their RFP response at management and technical levels. The RFP responses that appear to be functionally favorable but not necessarily at a lower cost will be compared to other responses. 1. Evaluation Criteria - Cost - Ability to meet system requirements as specified - Capability of vendor s solution to meet both the current and future application requirements of the City of Monrovia - Quality and availability of the support services proposed. 2. Evaluation Team 11 of 15 3/9/2015

12 The evaluation will be performed by a team composed of members of the Community Development, Public Works, Fire and the Information Systems Departments. 4.2 Evaluation Schedule The city is committed to implementing an effective system in a timely manner. The following schedule is key to accomplishing this goal. March, 2015 April 2, 2015 June, 2015 June, 2015 (tentative) January 1, 2016 Proposal sent to vendors All proposals received City Council Review & Award Start of Implementation System in operation Since some applications may be independent of others, they may have slightly different schedules based upon City resources that are available for the successful implementation. 12 of 15 3/9/2015

13 Appendix A. Indemnification and Insurance Clauses Indemnification Vendor shall indemnify, defend and hold the City of Monrovia, its officers, agents and employees free and harmless from and against any and all claims, liabilities, losses, actions, suits, proceedings, damages and expenses (including all out-of-pocket litigation costs and reasonable fees and expenses of counsel) arising out of or in any way relating to vendor s performance of this agreement. The vendor s indemnity shall not extend to occurrences resulting from the sole negligence or intentional misconduct by the City, its officials, agents, employees, or volunteers. Insurance Vendor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Contractor, his agents, representatives, employees or subcontractors. Minimum Scope of Insurance Coverage shall be at least as broad as: 1. Insurance Services Office Commercial General Liability coverage (occurrence Form CG 0001). 2. Insurance Services Office Form Number CA 0001 covering Automobile Liability, code 1 (any auto). 3. Workers Compensation insurance as required by the State of California and Employer s Liability Insurance. Minimum Limits of Insurance Vendor shall maintain limits no less than: 1. General liability: (Including operations, products, and completed operations.) $5,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage. 3. Course of Construction: Completed value of the project with no coinsurance penalty provisions. 13 of 15 3/9/2015

14 4. Workers Compensation: As required by the State of California. 5. Employer s Liability: $1,000,000 per accident for bodily injury or disease. Deductibles and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either; the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Vendor shall provide a financial guarantee satisfactory to the entity guaranteeing payment of losses and related investigations, claim administration, and defense expenses. Other Insurance Provisions The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions: 1. The City, its officers, officials, employees, and volunteers are to be covered as insureds with respect to liability arising out of automobiles owned, leased, hired, or borrowed by or on behalf of the Vendor; and with respect to liability arising out of work or operations performed by or on behalf of the contractor including materials, parts or equipment furnished in connection with such work or operations. General Liability coverage shall be provided in the form of an Additional Insured endorsement (CG or equivalent) to the Vendor s insurance policy, or as a separate owner s policy. 2. For any claims related to this project, the Vendor s insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the entity, its officers, officials, employees, or volunteers shall be excess of the Vendor s insurance and shall not contribute with it. 3. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. 4. Coverage shall not extend to any indemnity coverage for the active negligence of the additional insured in any case where an agreement to indemnify the additional insured would be invalid under Subdivision (b) of Section 2782 of the Civil Code. The Workers Compensation policy shall be endorsed with a waiver of subrogation in favor of the entity for all work performed by the Vendor, its employees, agents and subvendors. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best s rating of no less than A:VII. Exception may be made for the State Compensation Insurance Fund when not specifically rated. Verification of Coverage 14 of 15 3/9/2015

15 Vendor shall furnish the entity with original certificates and endorsements effecting coverage required by this clause. The endorsements should be on forms provided by the City or on other than the entity s forms, provided those endorsements or policies conform to the requirements. All certificates and endorsements are to be received and approved by the entity before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications at any time. Subcontractors Vendor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor to the entity for review and approval. All coverages for subcontractors shall be subject to all of the requirements stated herein. Assignment Vendor shall not assign or otherwise transfer its rights or obligations under this Agreement without the prior written consent of the City of Monrovia, which consent shall not be unreasonably withheld. Any attempt to make such an assignment without the City s consent shall be void. For purposes of this paragraph, if Vendor is a corporation an assignment shall include an actual change in control of Vendor or a change of ownership of more than fifty percent of the voting stock of vendor, where such stock is acquired by a person or group of persons acting in concert, none of whom already own fifty percent or more of the voting stock, singly or collectively. Licenses Vendor represents that it has secured all necessary licenses, consents or approvals to use the software and hardware components of its system and to sell the system under its name. Vendor covenants to defend, indemnify and hold City harmless of any loss, claim or liability in any way related to a claim that City is violating federal, state or local law, or any contractual provisions, relating to trade name, licenses, franchises, patents or other means of protecting interests in products or inventions. Vendor shall bear all costs arising from the use of patented, copyrighted, trade secret or trademarked materials, equipment, devices or processes used on or incorporated in the hardware and system software. In such case materials, equipment, devices or processes are held to constitute an infringement and their use is enjoined, Vendor, at its expense shall: (a) secure for City the right to continue using said materials, equipment, deices or processes by suspension of the injunction or by procuring a license or licenses; or (b) replace such materials, equipment, devices or processes with non-infringing materials, equipment, devices or processes; or (c) modify them so that they become non-infringing or remove the enjoined materials, equipment, devices or processes and refund the sum paid therefor without prejudice to any other rights of City. These covenants shall survive the termination of this Agreement. 15 of 15 3/9/2015